AFI24-602V1 Travel Policy Notes

Basic Travel Considerations

  • The ITO or TMC makes official travel arrangements, reservations, and ticketing for uniformed service members, DoD civilian employees, their family members, and non-DoD personnel when travel orders authorize travel and transportation.
  • The primary consideration is to satisfy mission requirements following DoD and Air Force transportation and travel policies.
  • Each traveler, including infants, must have a ticket and a seat.
  • Official travel includes travel within or near a permanent duty station (PDS), to/from the actual residence, to/from/between PDSs, and to/from/at/between temporary duty (TDY) locations IAW JTR.

DoD Approved Carriers

  • DoDI 4500.53 requires the DoD to use commercial air transportation services from air carriers approved by the DoD Commercial Airlift Review Board (CARB).
  • The CARB can temporarily or permanently suspend an air carrier in the DoD Air Transportation Program.
  • DTMO and HQ AMC/A3B maintain a list of DoD-approved and suspended air carriers, updated quarterly and released to AF/A4LR and QAEs.
  • QAEs must review the listing when conducting surveillance of the TMC.
  • A current listing can be obtained from DTMO Program Management Office or AF/A4LR.

Order of Precedence for Travel

  • IAW DTR 4500.9-R, Part 1, Chapter 103, specific order of precedence must be followed to make official travel arrangements.
  • For international/OCONUS travel, USTRANSCOM's contracted airlift (e.g., Patriot Express (PE) channel airlift) must be used unless there is a documented negative critical mission impact per DTR Part 1, Appendix O.
  • PE channel airlift must be used even if it's more expensive or less convenient than commercial air carriers.
  • TOs must establish a Conditional Routing (CR) for all OCONUS travel requests generated by DTS to ensure PE flights are utilized before booking commercial air.
  • For non-use of AMC-PE due to mission impact, a statement must be provided by the traveler and signed by their unit commander or designee using Attachment 2.
  • Approving officials must review each Exception to Policy (ETP) request individually; blanket approvals are not authorized. Considerations include:
    • Academic enrollment or completion for school-age dependents.
    • Active role at a change of command or assumption of command.
    • Morale and quality of life of the Airman is affected if flying on the PE.
    • Member, dependents, and/or pets cannot be accommodated on the same PE.
  • NOTE: An approved ETP does not guarantee reimbursement above the authorized government threshold; excess costs are the member's responsibility.
  • If seats are unavailable on an AMC-PE flight, the TO will place the request “on hold” in GATES to validate non-availability and wait for a message (usually 24 hours).
  • The TO will keep a copy of the message before scheduling commercial air travel through TMC. If the TO cannot wait (36-72 hours), a written justification is required.
  • The subsequent order of precedence is as follows:
    • Scheduled commercial air service contracted through the General Services Administration (GSA) Airline City Pair Program (CPP) contract.
    • Other U.S. Civil Reserve Air Fleet (CRAF) carriers.
    • DoD-approved, non-CRAF U.S. Flag carriers.
    • Scheduled service on U.S. air carriers that are neither DoD-approved nor disapproved (for individual travel only).
    • DoD-approved foreign flag carriers.
    • Non-DoD-approved carriers (for individual travel).

U.S. Flag Carriers

  • Travelers must use U.S. flag carriers for travel funded by the U.S. government; foreign flag carriers are prohibited when U.S. carriers are available.
  • An exception is a Code Share Agreement where two or more airlines share the same flight; the ticket must show the U.S. flag carrier as the ticket-issuing authority.
  • When using code share flights, the U.S.-certificated air carrier flight number must be used on the ticket.
  • If the non-U.S.-certificated air carrier flight number is used, a non-availability of U.S.-certificated air carrier document is needed.
  • When U.S. flag carriers are unavailable, documentation must be provided to the traveler and Authorizing/Order Issuing Official (AO).
  • The AO may approve foreign flag when U.S. Flag carriers are not available. Reference JTR paragraph 020206-I.
  • If U.S. flag carriers are not available, TO/TMC must provide documentation with traveler’s name, foreign-flag ship(s) or air carrier(s) used, flight identification number(s), origin, destination and enroute points, date(s), justification, and authorizing/approving official’s information.
  • The Order Issuing Official/AO must annotate the travel order reflecting U.S. flag carrier unavailability and authorization/approval of a foreign flag carrier.
  • Travelers with prior authorization to personally procure airline tickets must be advised not to use foreign flag carriers when U.S. flag carriers are available; reimbursement is not provided when unauthorized/unapproved foreign carriers are used.

Use of General Services Administration (GSA) Airline City Pair Program (CPP)

  • Uniformed service members and DoD employees on official travel are mandatory users of the GSA Airline CPP.
  • Two types of GSA City Pair fares: non-restricted (YCA) and capacity-controlled (CA); CA fares must be used if available and meet the mission.
  • Restricted fares may also be used when available, but the travelers’ unit assumes responsibility for associated change/cancellation fees; AOs should only consider this option when travel plans are firm.
  • Government contractors and contractor employees are not eligible to use GSA City Pair airfares or any travel-related item restricted to government employees IAW FAR 31.205-46.
  • Government airfares (e.g., GSA City Pair fares YCA and _CA, _DG air fares offered by non-contract carriers at City Pair rates, MMZ international non-contract air fare, etc.) may be used for official DoD travel only after City Pair fares are deemed unavailable.
  • City Pair fares may not be segmented when a through-fare exists, even if it costs less.
  • Constructed YCA and _CA fares may be used when there is no through-fare between the origin and destination listed on the official travel orders.
  • When using other government fares such as YMZ, MMZ, MDG, HDG, through or segmented fares may be used to meet mission requirements when they provide the overall best value; some airlines may have restrictions.
  • Exceptions to the use of GSA City Pairs Program can be found in the DTR 4500.9-R, Part 1, Ch.103.
  • Mandatory for group travel of two to nine passengers; reference DTR 4500.9-R, Part 1, Chapter 103, Section 6.a-c for guidance on group travel arrangements for 10+ passengers.
  • IAW JTR Chapter 3, an AO may direct a member to perform TDY from the leave location; a City Pair fair is authorized IAW JTR Table 3.20 as applicable.

The Travel Management Company (TMC)

  • The TMC is a civilian-operated business under contract with the DoD, providing transportation and travel services for uniformed service members, DoD employees, and authorized dependents per the contract (Performance Work Statement) and DTR 4500.9-R, Part I, Chapter 102; use of the TMC is mandatory when available.
  • The TMC shall not issue tickets without a valid travel order/authorization or written approval from TO/AO.
  • Travelers must arrange commercial transportation, rental cars (if authorized), and government and commercial lodging through the TMC.
  • The TMC arranges international government airlift under Air Mobility Command (AMC) contract/control when it is available and satisfies mission requirements per the TMC Performance Work Statement (PWS).
  • The TMC captures, records, and reports Statistical Collection of Passenger Travel (STATCO) Data IAW DTR 4500.9-R, Part I, Appendix H.
  • The TMC makes Government and commercial lodging reservations with automated interfaces and documents “non-availability” for Government lodging on trip records when appropriate.
  • The TMC calculates a “should-cost estimate” based on traveler and TMC inputs and forwards the information to the AO for review.
  • Ticketing must not occur until the TMC receives approval from the AO and no earlier than three government business days for CONUS and five government business days for OCONUS travel.
  • The TMC provides the TO with the data required to complete the Unused Ticket Data and Refund Data report.
  • Unused ticket reports are due to AFIMSC/IZLT via SharePoint® or a designated automation system no later than the 5th calendar day after the TMC report is made available.
  • AFIMSC/IZLT’s consolidated report is due to AF/A4LR no later than the 21st of the following month after the end of each quarter.

Use of Premium Class Travel (PCT) Accommodations

  • DoD policy requires using the least expensive coach class transportation accommodations for all official travel; PCT upgrades are permitted without approval when there is no cost to the Government (e.g., cash or frequent traveler benefits).
  • Two types of PCT accommodations: first class and premium class other than first class (business class).
  • The TO must educate the populace that advance planning is required to ensure travelers comply with DoD’s and Air Force PCT policy.
  • PCT accommodations are authorized on an exception basis only to meet mission requirements; blanket authorization/approval of PCT and self-approval of PCT is not permitted.
  • Economy Plus/Coach Elite Seating: Considered economy/coach cabin; only requires authorizing/order-issuing official approval if the AO determines the additional cost is in the Government’s interest or necessary due to a special need IAW JTR App A1 such that lesser cost economy/coach accommodations are not adequate (Reference: JTR 020206 K).
  • First and business class travel accommodations may be authorized/approved when at least one criterion in JTR paragraph 020206 J, Table 2-4 is met, fully justified, and documented. Requests are considered case-by-case.
  • PCT accommodations shall not be used for PCS travel nor for CONUS to CONUS flights, except for limited conditions outlined in the JTR; when PCT is authorized/approved, it applies to the principal traveler only unless specifically approved for others.
  • PCT accommodations may be authorized/approved on an exception basis only as outlined in the JTR, 020206, J, Table 2-4, for military and civilian personnel/dependents, and personnel traveling under Invitational Travel Authorizations (ITAs).
  • Self-approval of PCT for first or business class is prohibited. MAJCOM/CC must obtain business class travel approval from a person senior to the traveler in their chain of command.
  • To the maximum extent possible, the TO must ensure the TMC is compliant with their contractual obligations and do not issue first or business class travel accommodations without proper advance approval unless it results in a cheaper cost between the authorized origin and destination (including connection points).
  • PCT arrangements resulting in a higher cost must be authorized/approved by the appropriate first or business class travel authorizing/approving authority.
  • PCT requests must be staffed to AFIMSC/IZLT for a policy review.
  • First class travel must be staffed by AFIMSC/IZLT to AF/A4LR.
  • Business class travel will be sent back to the requester for staffing and approval.
  • First class travel accommodations: SAF/OS and SAF/US are the approval authorities for all first class travel accommodation requests, except as noted below.
    • First class travel requests for civilian employees must be submitted to SAF/AA for review and routing to SAF/OS or SAF/US as appropriate for consideration.
    • First class travel requests for military personnel must be routed to AF/A4LR for review and staffing to AF/CV.
    • The AF/CV reviews all military PCT requests and determine whether or not they should be forwarded to SAF/AA for approval consideration.
    • SAF/AA reviews and route to SAF/OS or SAF/US as appropriate for consideration of approval/disapproval.
  • Business class travel accommodations: The SecAF has designated the following as business class travel authorizing/approval and reporting officials:
    • Air Staff and Air Force Secretariat civilian employees forward all business class travel accommodation requests to SAF/AA.
    • Air Staff and Air Force Secretariat military personnel will route all business class travel accommodation requests to AF/A4LR, for review and forwarding to AF/CV.
    • The AF/CV reviews and determine whether or not military requests are forwarded to SAF/AA for consideration of approval/disapproval.
    • SAF/AA is the business class approval authority for three-star generals and below and civilian equivalents assigned to the Air Staff and the Air Force Secretariat.
    • SAF/AA reviews and forwards business class travel requests for four-star general and civilian equivalents assigned within the Air Staff and the Air Force Secretariat to SAF/OS or SAF/US as appropriate for consideration of approval/disapproval.
    • MAJCOM/CC is the authorizing/approval authority for business class travel requests for personnel assigned to their MAJCOM. (MAJCOM/CD may approve in the absence of MAJCOM/CC) Note: Includes personnel assigned to a Numbered Air Force when traveling on Air Force business. When traveling on Joint business, requests for business class approval are submitted IAW the Joint Staff approval procedures.
    • The AF/A3 is the authorizing/approval authority for business class travel for requests from personnel assigned to DRUs and FOAs.

PCT Approval Process

  • Every effort must be made to obtain authorization prior to traveling; however, after-the-fact approval can be sought within five business days in extenuating or emergency circumstances.
  • If an after-the-fact request is disapproved, the traveler must pay the difference between premium class and coach class air accommodations.
  • (Note: JTR, paragraph 020206, J, Table 2-4 business/first class Airfare Costs Less than the Least Expensive Unrestricted Economy-/Coach-class Airfare. When a business-/first-class airfare costs less than the least expensive unrestricted economy/coach class airfare, no authorization/approval is required. Comparison of the business/first class airfare to an economy/coach class airfare more expensive than the least expensive unrestricted economy/coach class airfare is not authorized).
  • The traveler submits the PCT request through their AO, then forwards to the appropriate designated PCT authorizing/approval authority. Requests for PCT accommodation that must be approved at the AF/CV, SAF/AA, SAF/US or SAF/OS levels should be submitted as soon as the requirement is known, but not less than 30 duty days prior to the desired travel date.
  • The designated PCT approval authority reviews the request, ensures sufficient justification is provided to show mission necessity and justify the expenditure of additional Government funds, and forwards the decision to the travelers’ AO.
  • After the decision is made to approve or disapprove the PCT request, the PCT approval authority forwards the decision to the travelers’ AO. If the PCT request is approved, the PCT approval authority must retain a file copy of the approved package for a period of 6 years and 3 months for audit purposes.
  • When the travelers’ AO receives the PCT decision, the AO notifies the traveler of the decision. If authorized/approved, the AO ensures the appropriate information from the documentation (see below example for appropriate words) is entered on the travel authorization so the TMC can issue PCT tickets.

PCT Documentation Requirements

  • Before the TMC issues PCT tickets, the AO must enter a statement in the remarks section of the travel authorization stating PCT is approved.
  • Minimum information to enter:
    • The type of PCT accommodations approved (first class or business class).
    • The regulatory reference in the JTR that was used to justify the PCT.
    • The cost difference between the premium class and coach class fares (normal Government routing, YCA and other Government contract fares, etc.).
    • The premium class approving authority, Name, Rank, and Office Symbol.
  • For extenuating circumstances or emergencies, the AO must include a statement on the travel authorization to permit TMC ticketing, reference JTR paragraph 020206.J.5.c.
  • The statement must indicate the extenuating circumstance or emergency precluding PCT authorization prior to the start of travel, and that approval is being, or will be pursued after-the-fact; Issuance of PCT tickets by the TMC is permitted in anticipation of approval.
  • If the authorizing/approval authority does not approve the after-the-fact PCT request, the traveler must pay the cost difference between the PCT transportation used and the transportation class for which the traveler was eligible.
  • The statement must include the cost difference between the coach class and the premium class being requested and the name, rank and office symbol of the AO.
  • The JTR requires that after-the-fact PCT approval is staffed after travel completion; the traveler and AO are responsible for obtaining PCT approval or ensuring the traveler pays the difference.

PCT Reporting Requirement

  • When requested by DTMO and/or reflected on their “other than economy coach class” report, all identified PCT must be validated and supporting documentation entered into the Premium Class Reporting Tool.
  • ‘Exceptional circumstances’ may include travel on an extremely demanding schedule, the requirement to work enroute to the TDY location, or the need to be prepared to perform official duties and properly represent the Air Force or U.S. Government immediately upon arrival.
  • Per the JTR, 020206.J.3, the flight length alone is insufficient justification to authorize or approve business-class travel. The AO must first consider using economy or coach-class fare and scheduling the traveler to arrive the day before TDY begins to allow appropriate rest. The second choice is to use economy or coach-class fare and arrange a rest stop, preferably at a no-cost point allowed by the airline with the traveler scheduled to arrive on the day TDY starts. The last option is to use business-class accommodations with a scheduled arrival on the day TDY starts.
  • Business class requests originating at base level must be submitted to the TO by the traveler through his/her unit/Wing Commander following the chain of command to which the traveler reports. After endorsement, the Commander submits the request to AFIMSC/IZLT for technical/policy review. AFIMSC/IZLT forwards the request to traveler’s applicable MAJCOM/CC for approval/disapproval. MAJCOM provides response to the requester and AFIMSC/IZLT. All requests must be kept on file for two years. An informational copy of all requests (including those authorized/approved) will be sent to AF/A4LR.
  • Business class travel requests originating at the MAJCOM HQ/Center/DRU staff must be submitted to AFIMSC/IZLT for technical/policy review. AFIMSC/IZLT conducts the review and forwards to MAJCOM/CC for approval/disapproval. MAJCOM provides response to the requester and AFIMSC/IZLT. An informational copy of all requests (including those authorized/approved) will be sent to AF/A4LR.
  • First class travel requests originating at base level must be submitted from the traveler through his/her unit commander to the Wing Commander following the chain of command to which the traveler reports. After endorsement, the Commander submits the request to the applicable MAJCOM/CC. The MAJCOM/CC will endorse travelers request and forward to AFIMSC/IZLT for staffing to AF/A4LR (MAJCOM/CC must request an AFIMSC policy/technical review prior to endorsement). Requests denied at any level are disapproved and should not be staffed further.
  • First class travel requests originating from the MAJCOM HQ/Center/DRU staff must be submitted to AFIMSC/IZLT for technical/policy review. AFIMSC/IZLT will forward to AF/A4LR.
  • AFIMSC/IZLT will provide to AF/A4LR within 10 duty days.
  • Business class accommodation requests must arrive at AF/A4LR as soon as the requirement is known, but not less than 20 duty days prior to desired travel date.
    • DRUs or FOAs: the CC or Director (second in command in the absence of the primary) must sign the request and staff for approval from the appropriate two letter principal on the Air Staff. The request must be forwarded to AF/A4LR and AF/CV (in-turn) for staffing for authorization/approval. If the DRU/FOA does not align under a two-letter principal, the request must be sent to AF/A4LR for staffing to AF/CV authorization/approval.
    • The Air Staff: it must be submitted through the traveler’s two-letter principal to AF/A4LR and AF/CV (in turn) for staffing and authorization/approval. The traveler’s two-letter principal (deputy in principal’s absence) must sign the request.
    • The Secretariat: it must be submitted through the traveler’s supervisory chain to the appropriate Deputy under Secretary or Assistant Secretary for review/consideration. The traveler’s two-letter principal (deputy in principal’s absence) must sign the request before forwarding to the SAF/US for approval. Use the format in paragraph 2.10.9 when submitting requests. Requests must arrive at SAF/US as soon as the requirement is anticipated, but not less than 20 duty days prior to desired travel date.
  • Requests for first and business class accommodations must be forwarded to the appropriate level in advance of travel as specified above.
  • At a minimum, requests must include:
    • Type of premium-class travel requested (first class or business class).
    • Proposed/actual travel times and dates (as applicable).
    • Destination and itinerary.
    • Full justification, to include the JTR circumstance used to request premium-class travel.
    • Per Diem savings (if any).
    • Cost difference between premium-class and coach-class.
    • All necessary documentation (tickets, travel notification, travel orders, medical certificate, etc.).

Official [Non-reimbursable-No cost to Sponsor] Spouse Travel

  • Spouse travel is highly visible and subject to close scrutiny; it requires a thorough judicious review at each level of command.
  • Family members may not travel at government expense with a DoD sponsor on official business (TDY).
  • Approved spouse travel may involve travel on military airlift (MILAIR), a commercial air carrier, or a combination of the two during a single trip.
  • Typically, family member travel involves spouses traveling with their DoD sponsor on government aircraft under circumstances where there is no additional cost to the Air Force.
  • Precedent Setting requests require A high level of scrutiny, and legal office coordination is mandatory.
  • Standards for the approval of spouse travel on MilAir are below, incorporating Department of Defense policy from DoDD 4500.56 and DoDI 4515.13.
  • Standards for approval of spouse travel via a commercial air carrier are based on a different statutory authority; assessed for approval using the standards set out in the Joint Travel Regulations (JTR).
  • The Department of the Air Force (DAF) approval authorities for spouse travel on MilAir serve as sole DAF approval authorities for spouse travel on commercial air carriers.
  • In assessing requests that involve spouse travel on commercial air carriers for one or more legs of a trip, approval authorities may consider the general factors outlined in paragraph 2.12, but they are not a substitute for the standards for approval set out in the JTR.
  • Where MilAir is the requested mode of travel, but there is a likelihood that commercial air transportation may be needed to support official spouse travel, approval authorities should also consider and document the use of this AFI and the JTR standard for approval when assessing the justification for a trip or leg of a trip. If official spouse travel was approved based on the use of MilAir but the traveler is advised prior to the start of the trip that MilAir is not available and a commercial air carrier must be used instead, then the approval of official spouse travel via commercial air carrier must be reassessed using the JTR standard. Where the prior approval was based solely on MilAir use, it does not automatically justify/support official spouse travel by a commercial air carrier.
  • The following are spouse travel approving authorities when the travel meets established criteria in this instruction or the JTR, as appropriate in a particular case. If the JTR sets approval at a higher level for spouse travel on a commercial air carrier, the JTR controls:
    • SECAF, CSAF and CSO for their own spouse’s/family member’s travel;
    • SECAF for spouse travel of members of the Secretariat;
    • HAF/DS for spouse travel of personnel assigned to Air Staff and Space Staff;
    • AF/CV, VCSO and four star MAJCOM/CCs for travel of their own spouse (see exception in the Note in paragraph 2.11.1.10);
    • HAF/DS for three star or lower MAJCOM/CC’s spouse travel;
    • Selected three-star general officers (i.e., 5 AF/CC, 7 AF/CC, 11 AF/CC), when acting in the role of combined commanders, for their own spouse’s travel when the travel meets the criteria of this instruction. When acting in their Department of the Air Force role, these commanders must submit their spouse travel requests IAW this instruction (also see DODI 4515.13, Enclosure 2);
    • MAJCOM/CCs and vice commanders (CVs) for all travel by spouses of personnel assigned to their command when the travel meets the criteria of this instruction. Note: In the absence of the MAJCOM/CC, a MAJCOM/CV cannot approve a spouse travel request for his or her own spouse/family member, but must elevate to the next higher official in the chain, AF/CV unless otherwise delegated/designated.
    • HAF/DS for all spouse travel of personnel assigned to a DRU (i.e., AF Academy) or FOA. AF/CV and VCSO respectively retain approval authority for all other AF personnel not covered by an approval authority identified in this instruction. Spouse travel requests not under the cognizant authority of a commander specified above must be forwarded through command/Air or Space Staff channels to the designated approval authority (provide information copy to AF/A4LR for staffing) for authorization/approval. Requests should be submitted as soon as the requirement is anticipated, but not less than 20 duty days prior to the travel date. When submitting requests under this provision, the MAJCOM commander (CV in CC’s absence) must endorse all requests. Full justification is required for all requests and must meet the criteria of this instruction.
    • AF/CV, VCSO and SAF/AA (for the Secretariat) serve as the sole Air Force approval authorities for any instance in which the requested spouse travel is not to accompany the DoD sponsor (should be a very rare situation).
    • In HAF/DS’s absence, requests will be forwarded to AF/CV’s or VCSO’s as appropriate office for action covered by the delegations in paragraphs 2.11.1.3, 2.11.1.5, and 2.11.1.8 The authorities delegated to HAF/DS are not further re- delegable.
    • Travel approval authorities must examine the circumstances underlying each request for spouse travel and must make a determination (regarding each of the following) whether:
      • The facts support one of the basis listed in paragraph 2.11.3.15;
      • The facts support the determination by the DoD sponsor that the spouse’s presence would further the interest of DoD, the Air Force or the particular command; and
      • From the perspective of fiscal responsibility (considering costs to the Government [operation and fuel costs, crew costs, etc.] and aircraft utilization), a suitably justifiable basis exists to support the proposed use of Air Force resources (also taking into account the comments in DoDD 4500.56, Enclosure 3, paragraph 5(c).
  • IAW DoDD 4500.56, official (non-reimbursable) spouse travel on MilAir may be permitted when the facts of a particular situation support the spouse traveling to:
    • Attend a function in which the DoD sponsor will participate in his or her official capacity and in which the spouse is to address those assembled or otherwise play an active role and visible part;
    • Attend a function (with or without the DoD Sponsor) attended by spouses of community leaders, government officials, foreign dignitaries or foreign military officers with whom the DoD sponsor is meeting in his or her official capacity. This basis does not require the spouse to have an independent role at the function; or
    • Attend a function (with or without the DoD Sponsor) where a Substantial portion of those present are military families, or where the focus is on matters of particular concern to military families. This basis does not require the spouse to have an independent role at the function.

Spouse Travel Documentation

  • This paragraph applies to official spouse travel by MILAIR and by commercial air carrier.
  • Requests for approval of spouse travel at Government expense (whether on MILAIR or commercial air carrier) must in each instance include an advance documented determination by the DoD sponsor of the proposed spouse traveler that, in his or her judgment, the spouse’s presence would further the interest of DoD, the DAF or the particular command. A separate determination is required for each stop of a multi-leg spouse travel itinerary and must be available for review by the travel approval authority. For travel on MILAIR, where possible the request should cite the specific portion of paragraph 2.11.3.12 upon which the request is based.
  • Requests for official spouse travel (whether on MILAIR or commercial air carrier) must be accompanied by a suitable agenda or other descriptive document which fully outlines the spouse’s role and the facts supporting approval of the request, including the identity of other attendees.
  • When accompanied by appropriate supporting documentation, the signature of the DoD sponsor on the MILAIR request documentation (DD Form 2768, Military Air Passenger/Cargo Request) which includes details of the requested spouse travel, constitutes the attestation/determination required by DoD policy (DoDD 4500.56, Enclosure 3, paragraphs 5(a) and 5(e)) and this instruction. If the DoD sponsor does not sign the MilAir request or travel is by commercial air carrier, this attestation by the sponsor must be submitted in a separate document.
  • This record will be maintained as part of the recordkeeping requirement established by of DoDD 4500.56, Enclosure 3, paragraph 5(e).
  • Per Diem and Other Expenses. See the JTR regarding whether and when official spouse travelers may be authorized per diem and/or other travel expenses. Payments of these expenses require prior approval by SECAF (for the Secretariat), CSAF (for the Air Force [service]) or the CSO (for the Space Force [service]). This authority may be delegated only to the AF/CV or VCSO.
  • Invitational travel authorizations (ITA) for official spouse travel must include a statement regarding the spouse’s entitlement to per diem and other travel expenses. Where per diem and/or other expenses are approved the ITA must include an appropriate statement of entitlement. Otherwise the following statement will be included in the ITA as specified in JTR (or as modified by changes to the JTR), “This travel authorization authorizes the spouse to accompany the sponsor to attend an official function. It does not authorize per diem or other expense allowances for the spouse. If the spouse/dependent does not desire to bear the expenses ordinarily reimbursed through per diem or other expense allowances, this travel authorization is canceled.”
  • Considerations when evaluating requests for official spouse travel.
    • Non-reimbursed spouse travel will normally be by government airlift when reasonably available on a noninterference basis if air travel is consistent with current authorities and policies.
    • A request for official spouse travel to allow a spouse’s attendance at a social event attended only by DoD or DAF officials is not sufficient justification.
    • Travel for a MAJCOM or Numbered Air Force (NAF) Commander’s spouse may be approved for visits to MAJCOM or NAF bases that meet one of the criteria in paragraph 2.11.3.12 or the JTR depending on mode of travel. Spouse travel visits should be limited to host wing/bases subordinate to the MAJCOM or NAF, and where possible, planners and travelers are to involve more than one base / location per trip. Note: Official spouse travel is not automatically authorized for Wing, Group or Squadron Commander/Command Chief visits to units subordinate to but not co-located with the parent unit.
    • Spouse travel to attend leadership orientation courses hosted at the MAJCOM or NAF level requires approval by the respective travel approval authority using the standard applicable to the mode of travel to be used. Travel may be authorized for MAJCOM sponsored Squadron Commander or Command Chief Master Sergeant Orientation Conferences when the DoD sponsor attending is a current commander or command chief master sergeant with at least 12 months tenure remaining. This also applies to a commander or command chief master sergeant designee selected through quota control procedures without regard to current assignment. Only one trip to the leadership orientation course should be authorized during the sponsor’s tenure in the particular leadership position.
  • Misc. Ceremonies, Other Events.
    • Change of Command Ceremonies. As a general rule, a spouse may not be authorized invitational travel to attend a change of command ceremony at which he/she has no official role, when such attendance will occur during a travel stop that does not otherwise justify official spouse travel.
    • Retirement, Promotion Ceremonies. Travel by Air Force personnel to these types of ceremonies is restricted by various Air Force policies. As a general rule, official travel should not be authorized solely to attend a retirement or promotion ceremony. Similarly, a spouse may not be approved for invitational travel to attend a retirement or promotion ceremony at which he/she has no official role, when such attendance will occur during a travel stop that does not otherwise justify official spouse travel.
    • Funerals, Dignified Transfers. As a general rule, a spouse may not be authorized invitational travel to attend a funeral or dignified transfer ceremony during which she/he has no official role, when such attendance will occur during a travel stop that does not otherwise justify official spouse travel. Depending on the facts, a travel approval authority may determine that the circumstances and anticipated attendees justify official spouse travel via MilAir to attend a funeral or dignified transfer. Official spouse travel using this authority in this circumstance must be applied in conjunction with the authorities found in DAF mortuary affairs guidance concerning unit representative travel. Spouse travel to funerals or dignified transfers using this authority is generally only available to one representative from each organizational level, e.g., SECAF, CSAF or CSO (or her/his designated representative) from the HAF, a MAJCOM/CC (or his/her designated representative) from the MAJCOM, and so on for the NAF, wing, group or squadron level, as appropriate.

Unofficial Family Member/Spouse Travel

  • When no official basis can be established for official (non-reimbursable) travel, in certain circumstances, spouses may travel at personal expense in the company of a senior DoD personnel who is traveling on official business.
  • Such unofficial travel is authorized on military aircraft only on a noninterference basis: the aircraft must already be scheduled for an official purpose; official travelers must not be displaced; the travel results in negligible additional cost to the Government or the Government is reimbursed at the full commercial coach class fare rate (IAW Office of Management and Budget, Circular No. A-126, full coach fare is defined as a coach fare available to the general public between the day that the travel was planned and the day the travel occurred.) Advantage can be taken of early purchase discounts and internet purchasing alternatives, as long as the fare matches the times and dates of actual travel and is available to the general public.
  • The DoD sponsor will attach to his or her travel voucher a personal check made payable to the Treasurer of the United States and include documentation that reflects the full coach class fare (See DoDI 4515.13).

Invitational Travel Authorization (ITA)

  • In all instances of spouse travel (official [non-reimbursable] or unofficial), after the authorizing